Privacy Policy
AI Excellence & Strategic Intelligence Solutions, LLC (“AXIS AI”) Effective Date: 08/25/2025
Summary: AXIS AI collects information like your username, uploaded files, and device data to provide our Veritas bias detection platform and improve our Services. We protect your data with encryption, do not sell it, and only share with trusted providers or when legally required. You have the right to access, delete, or correct your data, and we store it only as long as needed. Contact us at compliance@axislabs.ai with any questions.
1. Introduction
AI Excellence & Strategic Intelligence Solutions, LLC, doing business as AXIS AI (“AXIS AI,” “we,” “our,” or “us”), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and disclose information when you use our websites, applications, and services, including the Veritas bias detection platform (collectively, the “Services”).
This Privacy Policy complies with applicable data protection laws, including but not limited to the General Data Protection Regulation (GDPR) for the European Union, the UK General Data Protection Regulation (UK GDPR), the California Consumer Privacy Act (CCPA/CPRA), and other applicable US state privacy laws (e.g., Virginia Consumer Data Protection Act, Colorado Privacy Act). By using our Services, you agree to the practices described in this Privacy Policy.
2. Information We Collect
We adhere to the principles of data minimization and purpose limitation, collecting only the
personal data necessary to provide our Services and using it solely for the purposes outlined in
this Privacy Policy. In this spirit, we collect the following categories of information:
a. Authentication & Account Information
● Login ID / Username
● Password (stored securely in hashed/encrypted form)
● Session identifiers
● Authentication event logs, including:
● Event type (login_success, login_failed, logout)
● Timestamp (UTC)
● IP address and browser user agent
b. User-Submitted Content
● Documents, text, images, or files uploaded for analysis. These may contain personal data
only if explicitly provided by you (e.g., names or other identifiers in the text). We process
this data solely to generate analysis results and delete it as described in Section 4.
● Metadata associated with uploaded files (e.g., filename, size, type)
● Feedback, comments, or support messages
c. Automatically Collected Data
● Device, browser, and operating system information
● Session activity within our platform
● Cookies or local storage tokens to maintain login sessions
d. Analysis & Report Data
● External Report IDs (provided to users for reference)
● Internal Report IDs (used for AXIS AI DevOps investigations and support)
● Timestamps and metadata related to report generation
3. How We Use Your Information
We process your information for the following purposes, under lawful bases such as
performance of contract, legitimate interest, compliance with legal obligations, or with
your consent:
PURPOSE LAWFUL BASIS
Provide and operate the Veritas platform (e.g., analyze submitted text for biases) Performance of a contract
Authenticate users and secure sessions Performance of a contract, legitimate interest (security)
Deliver and track analysis reports Performance of a contract
Detect and prevent fraud/abuse Legitimate interest (security)
Troubleshoot and provide support Performance of a contract
Comply with legal obligations Legal Obligation
4. Data Retention
● Authentication logs are retained for up to 12 months unless required longer by law.
● Uploaded content is processed only as necessary to generate analysis results and is
deleted once processing is complete, unless the user opts to save the results.
● Report IDs and related metadata are retained for up to 24 months for auditing and
troubleshooting purposes.
● We regularly review our retention practices to ensure compliance with applicable laws.
5. Data Storage & Security
We implement appropriate technical and organizational security measures to safeguard your
information, including:
● Encryption in transit (HTTPS/TLS) and at rest
● Secure password hashing protocols
● Role-based internal access controls
● Monitoring for suspicious or unauthorized activity
Where AXIS AI utilizes trusted third-party cloud services (including MEGA Cloud or equivalent providers), such providers are contractually required to maintain industry-standard security protections. No system can guarantee absolute security, but we take all reasonable steps
to protect your information.
6. Data Sharing & Disclosure
We do not sell or share personal information as defined under the California Consumer
Privacy Act (CCPA/CPRA) or any other state privacy law. We may disclose information only
as follows:
● Service Providers: We work with trusted third-party service providers, such as cloud
storage providers (e.g., MEGA Cloud), payment processors (e.g., Stripe, PayPal), and
analytics providers, to deliver our Services. A list of our current sub-processors is
available upon request by contacting compliance@axislabs.ai. All service providers are
bound by contractual obligations to protect your data in compliance with applicable data
protection laws.
● Legal Compliance: When required by law, regulation, legal process, or governmental
request.
● Business Operations: If AXIS AI undergoes a merger, acquisition, or sale of assets, your
information may be transferred as part of that transaction.
● We will notify users of any material changes to our third-party service providers that
impact the processing of your personal data, either through our platform or via email, as
required by applicable law.
7. Sensitive Personal Information
Our Veritas bias detection platform is not designed to collect or process sensitive personal
information (such as race, ethnicity, religion, union membership, health data, biometric
identifiers, or precise geolocation) unless explicitly provided by you in uploaded content. In such
cases, we process this data only
● With your explicit consent; or
● Where legally required for compliance, security, or contractual obligations.
We do not use sensitive personal information for targeted advertising or profiling. However, our
Veritas bias detection platform analyzes user-submitted content to identify potential biases but
does not engage in automated decision-making or profiling that produces legal or similarly
significant effects on individuals, as defined under GDPR or UK GDPR. Any analysis results are
provided for your review and do not automatically determine outcomes without human oversight.
If you have questions about our analysis processes, contact us at compliance@axislabs.ai.
8. Financial Data
AXIS AI may offer paid services, subscriptions, or donation options. All financial transactions are processed securely through third-party payment providers (e.g., Stripe, PayPal, or equivalent). AXIS AI does not directly collect or store full credit card numbers, bank account details, or other sensitive financial information.
9. Cookies & Tracking
We use cookies and similar technologies to:
● Maintain secure login sessions
● Improve user experience
● Gather anonymous analytics
You may disable cookies through your browser, though some features may not function properly.
10. Your Rights
Depending on your jurisdiction (including under GDPR, UK GDPR, CCPA/CPRA, and applicable US state privacy laws such as the Virginia Consumer Data Protection Act or Colorado Privacy Act)
you may have the right to:
● Access the personal information we hold about you
● Request correction of inaccurate or incomplete information
● Request deletion of your personal data (subject to legal and operational requirements)
● Object to or restrict processing in certain circumstances
● Request a copy of your data in portable format
● Withdraw consent at any time (where processing is based on consent)
Requests can be submitted to compliance@axislabs.ai. We will respond within the timeframe required by applicable law.
For California residents, we disclose that we collect the following categories of personal information: identifiers (e.g., username, IP address), internet activity (e.g., browser data, session activity), and user-submitted content (e.g., uploaded files, feedback). We do not sell personal information. We may share identifiers and internet activity with service providers (e.g., analytics providers) for operational purposes, as described in Section 6. You may exercise your rights to know, delete, or opt out of sharing by contacting us at compliance@axislabs.ai or using our “Do Not Sell or Share My Personal Information” link.
Please note: If you are in the European Union or United Kingdom and believe we have not addressed your concerns, you have the right to lodge a complaint with your local data protection authority, such as the Information Commissioner’s Office (ICO) in the UK (www.ico.org.uk)
(www.ico.org.uk) or the relevant authority in your EU member state.
To protect your privacy, we may require verification of your identity before processing requests to access, correct, or delete your personal data. We will respond to valid requests within the timeframes required by applicable law (e.g., 30 days under GDPR/UK GDPR, 45 days under CCPA/CPRA).
11. Children’s Privacy
Our Services are not directed to children under 13 years of age in the United States or 16 in the European Union and United Kingdom (or the minimum age required by applicable law in your jurisdiction). We do not knowingly collect personal information from children under these age thresholds without parental consent.
12. International Users
If you access the Services from outside the United States, you acknowledge that your information may be processed and stored in the United States or other jurisdictions, where data protection laws may differ from those in your location. For users in the European Union or United Kingdom, any transfer of your personal data to the United States or other jurisdictions outside the EU/UK is protected by appropriate safeguards, such as Standard Contractual Clauses (SCCs) approved by the European Commission or UK Information Commissioner’s Office, or other mechanisms as required by law. You may request further details about these safeguards by contacting us at compliance@axislabs.ai.
13. Changes to This Policy
We may update this Privacy Policy from time to time. If material changes are made, we will notify users through our platform or via email. Updates will include a revised Effective Date at the top of this document.
14. Governing Law
This Privacy Policy is governed by the laws of the State of Delaware, United States, except where mandatory provisions of your local data protection laws (e.g., GDPR, UK GDPR) apply to your rights as a data subject.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact our privacy team at:
AI Excellence & Strategic Intelligence Solutions, LLC (AXIS AI)
Email: compliance@axislabs.ai
For EU/UK users, you may contact our privacy team directly at compliance@axislabs.ai for any
data protection concerns.